Order-of-importance method

Some writers use a “bottom line on top” (BLOT) approach for many internal documents. When you put the most critical information at the beginning, readers see your most important message quickly.

Chronological method

The chronological method of development describes a topic by listing events in the order in which they occurred. This approach is useful for content such as the history of a product development project. When you use this method, remember these tips:

• Stick to major, consequential facts.
• Use visual design to highlight important information, such as your key message, which otherwise might get lost in this method of development.
• Avoid beginning each sentence with a date if there are more than five dates.

Process and procedure methods

The process and procedure methods are useful for instructions and for user manuals.

A process describes, in overview terms, who does what and what happens (or will happen) in stages. Because these stages occur independent of the reader, use the third person to describe them. For example, “An invoice goes first to the department that incurred the expense. Once approved, it moves to accounts payable.”

A procedure provides action steps that the reader can actually do, in the order needed to accomplish the goal. Because a procedure is an arranged set of steps, present it in the same way you would a recipe or instructions for installing software. Use the imperative mood (“do this,” “do that”) when you describe the steps, and begin each step with an action verb. For example, “Date stamp the invoice” or, “Tear off the pink copy for your records.”

When you use either of these methods, remember these tips:

• Put formal procedures in a table, and number each step.
• Present the stages or steps in the precise order in which they occur.

Spatial arrangement method

The spatial arrangement method is useful for trip reports, descriptions of machinery, and sales research. Think of it as a two- or three-dimensional map that helps readers understand your topic by taking them on a journey through it.

For example, to explain a company’s sales territory plan you might first describe opportunities in Los Angeles, then new customers in Newark, and finally government prospects in Washington, D.C.

When you use this method, remember these tips:

• Create a coherent and concrete order that’s easy to follow, such as left to right, top to bottom, or exterior to interior.
• Use detail to create a visual image for your readers as you move them from space to space.
• Engage readers by varying sentences and substituting new phrases for overused ones.

Compare and contrast method

The compare and contrast method demonstrates how concepts are similar or different. It works well for feasibility studies, research results, and planning reports. It is especially effective when your aim is to evaluate the advantages and disadvantages of two alternatives. For example, to communicate the pros and cons of two potential downtown office locations, you might adopt this sequence:

Specific-to-general or general-to-specific method

The specific-to-general or general-to-specific method is useful for work orders, training materials, and customer service letters. The key question to ask yourself is, “How much does my reader already know?” Once you’ve answered the question, begin your document with information familiar to the reader.

For example, suppose you’re announcing a requirement that all department heads revise their monthly budgets. For the memo you will send to the accounting department, you might use the specific-to-general method. The accounting team initiated the requirement, so first restate the details of the revisions it requested; then address the effect of the revisions companywide. For all other departments, draft individual memos that move from a high-level description of the requirement to the specific changes each group must implement to provide a revised budget. Be sure to explain key terms that may be unfamiliar to readers.

When you use this method, remember these tips:

• Determine how much your readers already know about the subject.
• Begin your document with information familiar to readers.
• Move from specific to general for readers familiar with your topic.
• Move from general to specific for readers not familiar with your topic.
• Place the key message at the beginning whenever possible.

Analytical method

To use the analytical method, start by formulating a hypothesis and then rigorously test its truth through a questioning process. This method is useful for technical reports, annual reports, and financial analyses.

When you use this method, remember these tips:

• Be sure to include every aspect of your hypothesis to avoid being discredited—or worse, making a bad business decision.
• Analyze your data for similarities, differences, logical links, implications, and suggested actions.
• Simplify technical language for nontechnical readers, especially when you’re writing a company report intended for the general public.

The worksheet “Document Organizing Guide” suggests which organizing approaches are most appropriate for various types of written communications.

WRITING FOR BUSINESS Document Organizing Guide

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